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Attachment C - "Procurement Cardholder Maintenance Form" Complete this form for any changes in the initial request for a card, i.e., changes after submission of Attachment A and receipt of Procurement Card. ROLES AND RESPONSIBILITIES The Cardholder is solely responsible for activity and safeguarding of the card. No other person is authorized to use the card. The cardholder may make purchases on behalf of others within the department, but the cardholder is held accountable for all transactions associated with his/her card. The cardholder is required to: o Ensure County Purchasing Guidelines are followed. o Adhere to the County Procurement Card Procedures and Policies for reconciliation. o Clearly document the public purpose of all transactions. Review Monthly Statements timely. The statement should be signed and submitted to the Manager/Supervisor/Department Head for signature. The Manager/Supervisor/Department Head is the initial contact for approval for Procurement Card set-up and transactions. The Manager/Supervisor/Department Head is the primary approval for the Procurement Card. The Manager/Supervisor/Department Head is responsible for: o Completing the Procurement Card Request Form (Attachment A) for new cards or the Procurement Card Maintenance Form (Attachment C) to change or cancel existing cards for employees he/she supervises. These forms are submitted to the Department Head for approval, and then submitted to the Procurement Card Program Administrator in the Finance Department. Reviewing each receipt and signing the original paper statement on a monthly basis. The Manager/Supervisor/Department Head's signature attests that they are knowledgeable of the transaction and it was for legitimate County business and served a public purpose. o Approve each Procurement Card Request Form (Attachment A) and Procurement Card Maintenance Form (Attachment C). The Department Head may have a designee to perform this role; however, the request must be submitted in writing to the Procurement Card Program Administrator. The Manager/Supervisor/Department Head is the steward of card activity and shall maintain active involvement with the transactions for his/her department. They have ultimate authority to authorize the issue of a card and may terminate the use of a card as well as invoke disciplinary action when appropriate. The Procurement Card Program Administrator is the primary contact for Procurement Card questions within the .Finance Department. The Procurement Card Program Administrator is required to: o Receive the Central Bill and process the payment. o Record receipt of the Monthly Procurement Card statements and supporting documentation. o Verify that the statements are signed by the cardholder and manager/supervisor. o Verify that all transactions have supporting receipts and documentation. o Act as liaison between the bank and the departments; o Develop, maintain and enforce policy and procedure; o Set-up and maintain cardholder accounts; and o Maintain files of all cardholders forms, statements, and receipts. Page2of11 Attachment number 1 F-10 Page 221 of 627